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Avoid Some Stress by Addressing Issues Quickly - 7/15/25


It’s good customer service to resolve issues quickly.  The customer sees the light at the end of the tunnel.  They more quickly bring their anxiety and stress, their negative emotions down.  And they more quickly get to a solution. But this tip is not about them.  This tip is about Read more

Better Customer Service through Better Teamwork - 7/8/25


We spend so much time talking about what great customer service looks like in those 1-on-1 Moments of Truth, that we often neglect to discuss what goes on inside the company that leads to those great moments.  We’ve talked about customer handoffs within an organization, but what does a Read more

Highlight the Hidden Value - 7/1/25


Marketing campaigns often highlight a particular product and ALL the features and extras that the customer will receive… “For 3 low, low payments of only $39.99, you not only get these world-renowned chef knives, but you can also get this free laser-etched spatula!  AND THAT’S NOT ALL!  We will also Read more

Don’t Harp on the Customer’s Mistake - 6/24/25


Seth’s daughter, Sarah, had missed some swim classes, and Seth remembered that the aquatics center had several make-up classes available late in the summer.  So Seth pulled up the class schedule on his phone, found one that worked on his and Sarah’s schedules, and planned to attend a session Read more

Create Customers for Life - 6/17/25


Veronica has gone to the same automotive service shop for at least 20 years.  She bought a new car about a year ago, and this is the third car she’s brought to the shop instead of taking her car to the dealer where she bought it.  She’s had three Read more

Don’t Turn the Customer into the QA Department - 6/10/25


Roberta received a form with information filled in by the company after her conversation with the account rep.  Roberta just needed to review the information, fill in some of the blanks, sign it, and resend it in order to set up a new account. She noticed that the effective date Read more

Imitate to Improve - 6/3/25


Oscar Wilde said that “Imitation is the sincerest form of flattery.”  Now this doesn’t mean that plagiarism is the sincerest form of flattery.  Nor does it mean that great impersonators such as Rich Little, Dana Carvey, or Frank Caliendo are always offering flattering portrayals of those that they imitate. Wilde’s Read more

How the Customer Perceives a Truth as a Lie - 5/27/25


You’re the customer, you’re asking about an unused item that you’re returning, and you hear the employee say: “The refund process takes 7-10 days.”  You’re thinking: “Great!  I can get the refund check as early as a week from today!”  The reality is that the company means that they’ll Read more

Tell Customers What’s Next - 5/20/25


In most businesses that have been around for a while, how a process was originally designed is not how it currently operates.  Sometimes this change is referred to as “practical drift,” where the actual process moves further and further away from the documented steps over time.  Maybe the changes Read more

Questions to Guide You to Empathy - 5/13/25


“If I was him, I would do ABC…” If you’ve ever heard somebody say this - whether it’s a friend or acquaintance, whether it’s some TV reporter or podcaster - you may get as frustrated or as annoyed as I do. I get annoyed because we are not that other person. Read more

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Notice the Little Changes – 9/24/24

Posted on September 24, 2024 in Customer Service Tip of the Week Please leave a comment

“My, how times have changed.”

Yes, times have changed.  As a matter of fact, one of the biggest reasons why an organization’s customer service deteriorates is that times have changed…customers have changed…and the company has not…

If we think about customer service delivery today v. decades ago, changes in technology alone have affected consumer expectations, methods of communications, level of engagement or interest, and the effort customers have to put in to gather information.

What’s Changed in the Past Year?

But let’s look in a shorter window than “decades.”  Let’s think about the last 12 months.  If part of delivering great customer service is to continuously try to improve, here’s a quick question to ask yourself to identify improvement opportunities: What about your customers has changed in the last 12 months?

Really dive into this question.  Has your mix of customers changed, by age, by some other demographic, by preferred communication method, by first-time customers v. long-term customers, by the attributes they expect to get out of the actual product or service you’re providing?

Has their satisfaction level with your organization gone up or down in the last 12 months?  Have competitors become stronger or weaker in your customer’s eyes in the last 12 months?  Are customers more likely to seek an answer via AI before giving you a call?

Improve Based on Changes You’ve Identified

Based on your answers to these questions, see what unique opportunities you can uncover…

If your customer base becomes older – with a higher percentage aged 60+ – have you adjusted your approach to callers or walk-ins?

If your customers are more focused on the experience they receive, not just the product or service itself, have you modified how you greet them on the phone or in-person, how quickly you respond to them, how intuitive your mobile app is, how self-evident it is to navigate your facility, and how you gauge your own performance?

If your customers are using AI before they contact you, how proficient are you with AI?  If they are getting their basic questions answered before calling using AI, have you prepared to deal with more educated customers, more complex questions and scenarios than you were a year ago?

Sit back for a few minutes, and think about what is different from a year ago, particularly with your customers. Use this information to improve.

My, how times have changed.

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Don’t Hurry…Be Quick – 9/17/24

Posted on September 17, 2024 in Customer Service Tip of the Week Please leave a comment

No, this is not a take off on the Bobby McFerrin song:  Don’t Worry Be Happy.

It’s actually a take off on the John Wooden quote:  Be quick, but don’t hurry.

When I read Wooden’s book with this title, I liked the concept, and not just because John Wooden was a great basketball coach and – apparently – a great person. With his UCLA Bruins college basketball teams, he had success that has never been rivaled – having won 10 NCAA tournament championships.  And that is not a typo – 10!

Wooden said that if you’re in a hurry, you make mistakes.  He doesn’t want mistakes.  He wants achievement.

In order to be quick, it helps tremendously to know what to do.  You can achieve more if you’re quick, efficient, with little wasted motion or effort.

I guess that a less creative way to say “Be quick, but don’t hurry” is to say: You can achieve more the more you know, and the fewer mistakes you make.

Never lose sight of the fact that hurrying through things can hurt the quality of your customer service.  Rushing conversations, speeding through forms and documents without reviewing, avoiding a QA check because “I’ve done this 1000 times,” or skipping a few process steps – these all can result in mistakes, in issues, in rework, in complaints.

And never forget that the more you invest in your knowledge of people, processes, systems, policies, and places, the better equipped you are to handle things right the first time, and usually with less help.

Look at your job through the eyes of a master teacher – Be quick, but don’t hurry.

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4 Actions for the Customer – 9/10/24

Posted on September 10, 2024 in Customer Service Tip of the Week Please leave a comment

One way to look at the difference between proactive and reactive is that proactive is something that’s often done before it absolutely has to be done.  Maybe it’s something done that really doesn’t have to occur, but your professionalism takes over, and some action or communication that you know in your gut should be performed is performed.  Reactive is an after-the-fact action.  You’re in that tennis match, and somebody just hit a volley over the net, so now the ball’s in your court.

In customer service, oftentimes we have advanced knowledge of what could happen, or we know before the customer what did happen.  And the difference between proactive and reactive in this case is that we are initiating contact with the customer or on behalf of the customer when we’re being proactive.  When being reactive, we rarely act on that advanced knowledge, and therefore find ourselves reacting when the customer learns of the issue in some other way than hearing it from us.

With proactive communications, we’re more in control because we’re initiating the engagement.  With reactive communications, we’re often dealing with the emotions of somebody else and are unprepared emotionally or informationally.

Let’s assume that it’s usually better to be proactive than reactive; so, here are 4 actions to consider if you want to be more proactive:

Give the Update: Let the customer know if there’s going to be a delay, if things are on track, what next steps they need to consider.  Keep them in the loop without them having to ask for an update.

Follow-Up: After a purchase or a request is filled or an issue is resolved, touch base with the customer to ensure they got the need met and they’re satisfied with the result.

Suggest Something Beneficial: If you know the customer and their needs well, recommend a product or service that might be helpful to them.  Selling is not a bad word in customer service if what you’re suggesting benefits the customer.

Remind about Maintenance: If they need to update their account information, download a mobile app, do routine maintenance on a car, or fill out some paperwork, give them a friendly reminder so that they’re not in a situation where they miss a deadline or are dealing with something out-of-date.

To do something with tangible benefits for the customer, take these four actions.

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